The Bookwhen Insider’s Guide
Everything we know about Bookwhen in one document: what it costs, its grades, getting a refund, getting help and what else to look at. Read it here, or keep a copy.
Bookwhen
The Insider’s Guide
Online booking system for classes, courses, workshops and events
Every plan, grade, refund rule and rival among calendar and scheduling apps, read from Bookwhen’s own pages.
Made by Bookwhen Ltd · checked Nov 13, 2026 · toolgpa.com
Contents
- 01WelcomeWhat it is, who it suits, its grades and the ten things to know first
- 02What it costsEvery plan, the free plan, ways to pay less and how prices have moved
- 03What it doesIts main features, where it runs, what it works with and who makes it
- 04Where it standsIts grades against its category, and whether to keep it or make your own
- 05The alternativesThe tools it is most often weighed against, side by side
- 06Quick answersThe questions people ask about it, each answered in a line or two
- 07About ToolGPAWho made this guide, what else is on the site, and how to cite it
ToolGPA put this guide together from Bookwhen’s own pages, its app-store listings and our grades. Every fact in it is on Bookwhen’s page too, where it is kept up to date. Checked Nov 13, 2026.
Part 01 · Overview
Welcome
What it is, who it suits, its grades and the ten things to know first
2.0
GPA, above 11 of the 114 other calendar and scheduling apps we grade
Bookwhen is a booking system for businesses that run scheduled sessions such as classes, courses, workshops and events. Customers book and pay on a hosted booking page or through a page embedded on the business's own site. Plans are priced by bookings per month and team members.
To get you started, here are 9 things to know about Bookwhen, taken from its own pages and our grades.
You build your events and booking page yourself.
- 1
Best for booking classes and events online
Bookwhen is a booking page for classes, courses and events, with a free plan for 50 bookings a month.
- 2
Paid plans start at $16 a month
As its pricing page puts it: $16 per month, billed monthly ($160 billed yearly).
- 3
There is a free plan
50 bookings a month, 1 team member, 1 booking page, free events only.
- 4
It runs on Web
Web.
- 5
Hosted booking pages
Customers book from a Bookwhen page or from one embedded in your own website with an iframe or the API.
- 6
Online payments
Take payment through Bookwhen Payments (powered by Stripe), your own Stripe account or PayPal. The processor charges a separate fee.
- 7
Memberships, passes and vouchers
Sell recurring memberships, multi-session passes and vouchers. These start on the Standard plan.
- 8
A 2.0 GPA, above 11 of 114
That is against the other calendar and scheduling apps we grade, on value, the free plan, features, ease of use and platforms.
- 9
Keep it
The plain part of Bookwhen you could make: appointment booking and class booking. What surrounds it you could not. The 3 things listed below take a company, not a weekend.
Bookwhen at a glance
- Pricing
- Free plan, from $16 per month, billed monthly ($160 billed yearly)
- Free plan
- Yes
- Free trial
- 14-day free trial of premium features, no credit card required
- Runs on
- Web
- Made by
- Bookwhen Ltd
- Category
- Calendar & Scheduling
- Our grade
- 2.0 GPA, fair
The report card
Best for booking classes and events online
Bookwhen is a booking page for classes, courses and events, with a free plan for 50 bookings a month. The free plan takes free events only, payments start at Lite at $16 a month, and every plan caps bookings, so a busy studio climbs plans quickly.
| Subject | Grade | Comment |
|---|---|---|
| Value for money | C | $16 a month on Lite, or $160 a year, which is around the dearer end of calendar tools; the middle one is $8. |
| Free plan and trial | C | Free plan: 50 bookings a month, 1 team member and free events only. A 14-day trial needs no card. |
| Features | C | Booking pages, payments, memberships, waiting lists and attendance. Payments, memberships and waiting lists all sit above the free plan. |
| Ease of use | C | No store rating on record. You build your events and booking page yourself. |
| Platforms and integrations | C | Browser only, with Zoom, Stripe and PayPal. No desktop or phone apps are listed. |
An A is worth 4 points, a B 3, a C 2, a D 1 and an F nothing. The GPA is the average of the five.
Who Bookwhen is for
- Fits if you run classes or workshops with fixed places
- Works for a solo teacher with fewer than 50 bookings a month
Who it is not for
- Tight if you are staying free, as that is 50 bookings a month and free events only
- Pricey if you want payments, which start at Lite at $16 a month, plus Stripe or PayPal fees
- Watch out: bookings are capped at 300 on Lite and 800 on Standard
- Skip it if you want a phone or desktop app, as it is browser only
- Watch out: memberships, passes and waiting lists are on Standard at $29 a month
Good to know
Good for
- Studios and clubs that run timetabled classes or courses
- Workshop and event hosts who sell tickets online
- Small teams that want a free plan to start with
Worth knowing
- Plans cap bookings per month: 50 on Free, 300 on Lite, 800 on Standard and 1,800 on Plus.
- The Free plan allows free events only, so taking payments needs a paid plan.
- Payment processing fees are charged separately by Stripe or PayPal on top of the plan price.
- It runs in a browser only; no desktop or mobile apps are listed.
Part 02 · Pricing
What it costs
Every plan, the free plan, ways to pay less and how prices have moved
$16
A month to start. There is a free plan too
Bookwhen has a free plan. Paid plans start at $16 per month, billed monthly ($160 billed yearly).
Free
$0
50 bookings a month, 1 team member, 1 booking page and free events only.
Lite
$16
per month, billed monthly ($160 billed yearly)
300 bookings a month, 2 team members, 1 booking page, online payments and Zoom integration.
Standard
$29
per month, billed monthly ($290 billed yearly)
800 bookings a month, 5 team members, 3 booking pages, memberships, vouchers, passes and waiting lists.
Plus
$59
per month, billed monthly ($590 billed yearly)
1,800 bookings a month, 10 team members, 6 booking pages and phone support.
Enterprise
Custom
Bespoke plans with a franchisor system, reseller accounts and class search portals.
The free plan
50 bookings a month, 1 team member, 1 booking page, free events only.
Trying it first
14-day free trial of premium features, no credit card required
Read from bookwhen.com on Nov 13, 2026.
Ways to pay less
Annual discount
2 months free with yearly billing
Bookwhen's pricing page marks its yearly prices as 2 months free compared with paying monthly.
Stated on bookwhen.comNonprofit
20% off for charities and non-profits
The pricing FAQ offers 20% off to charities and non-profits; contact support before subscribing.
Stated on bookwhen.com
Part 03 · Features
What it does
Its main features, where it runs, what it works with and who makes it
1
Place it runs: Web
Online booking system for classes, courses, workshops and events. Here is what it does, as its own site describes it, and what it covers: public API, booking links, appointment booking, class booking, ticketing.
Booking pages, payments, memberships, waiting lists and attendance.
- Hosted booking pages
- Customers book from a Bookwhen page or from one embedded in your own website with an iframe or the API.
- Online payments
- Take payment through Bookwhen Payments (powered by Stripe), your own Stripe account or PayPal. The processor charges a separate fee.
- Memberships, passes and vouchers
- Sell recurring memberships, multi-session passes and vouchers. These start on the Standard plan.
- Waiting lists and reminders
- Full sessions can keep a waiting list, and reminder emails go to attendees. Both start on the Standard plan.
- Online sessions
- Paid plans connect to Zoom for online classes, and Standard and Plus add YouTube and Vimeo links.
- Attendance tracking and post-event emails
- Mark who attended a session and send follow-up emails afterward, from the Standard plan up.
Where it runs
- Web
What it works with
- Zoom
- Stripe
- PayPal
- YouTube
- Vimeo
Bookwhen is made by Bookwhen Ltd.
Part 04 · Standing
Where it stands
Its grades against its category, and whether to keep it or make your own
11/114
Other calendar and scheduling apps it is graded above
Bookwhen's GPA of 2.0 is higher than 11 of the 114 other calendar and scheduling apps we grade, and level with 10.
Its paid plans start at $16 a month, against a middle price of $8.13 for the category: 66 of the 85 others that charge start lower.
On features, ease of use and platforms it scores 2.0 out of 4. 68 tools score higher and cost less.
Each grade against the category
Every bar is all 115 calendar and scheduling apps we grade, cut by the letter each got. Bookwhen’s own letter is outlined.
- CValue for moneyAbove 19 of 114
- CFree plan and trialAbove 16 of 114
- CFeaturesAbove 6 of 114
- CEase of useAbove 3 of 114
- CPlatforms and integrationsAbove 11 of 114
Price against what you get
Each dot is one of 100 calendar and scheduling apps. Further left costs less; higher up scores better on features, ease of use and platforms. Bookwhen is the marked dot.
What paid plans start at, a month (each step along is roughly double) →
Keep it, or make your own?
Whether this is something you could build for yourself with an AI app builder, and what you would give up.
Keep it
The plain part of Bookwhen you could make: appointment booking and class booking. What surrounds it you could not. The 3 things listed below take a company, not a weekend.
That makes this kind of software worth paying for, not this one in particular: 93 of the 114 other calendar and scheduling apps grade higher. It costs $192 a year.
What you could make
- Appointment booking and class booking: an app builder makes these well.
What you could not
- Selling tickets and checking them at the door.
- Booking pages that read and write other people's calendars and send the emails.
- It plugs into other products, Zoom, Stripe and PayPal among them, and has an API.
What this rests on. Bookwhen’s listing: what it does, where it runs, what it plugs into and what it costs. It is a judgement about the kind of software this is. We have not built a replacement for it, and making your own means looking after it too. How we decide, and every tool’s verdict.
Part 05 · Alternatives
The alternatives
The tools it is most often weighed against, side by side
Setmore, SimplyBook.me, Acuity Scheduling, Picktime and Checkfront
The 5 tools Bookwhen is most often weighed against, with where each one differs from it.
- 2.8GPA
Setmore
Free plan · from $5/mo
Appointment booking app with a free plan for up to four staff.
- Only Setmore lists macOS, Windows, iOS and Android apps.
- Bookwhen also covers appointment booking, class booking and ticketing.
- Setmore also covers reports.
- 2.4GPA
SimplyBook.me
Free plan · from €11.9/mo
Online booking system for service businesses, priced by volume.
- Only SimplyBook.me lists iOS and Android apps.
- Bookwhen also covers appointment booking, class booking and ticketing.
- SimplyBook.me also covers reports.
- 2.2GPA
Acuity Scheduling
Free trial · from $16/mo
Appointment booking, payments and reminders for service businesses.
- Bookwhen has a free plan. Acuity Scheduling does not, though it has a free trial.
- Only Acuity Scheduling lists iOS and Android apps.
- Bookwhen also covers appointment booking, class booking and ticketing.
- 2.8GPA
Picktime
Free plan · from $3/mo
Appointment and class booking software with a free plan.
- Only Picktime lists iOS and Android apps.
- Bookwhen also covers ticketing.
- Picktime also covers calendar and invoicing.
- 1.8GPA
Checkfront
From $99/mo
Online booking software for tours, rentals and activities.
- Bookwhen has a free plan. Checkfront does not.
- Bookwhen also covers booking links and class booking.
- Checkfront also covers calendar and channel manager.
Part 06 · Questions
Quick answers
The questions people ask about it, each answered in a line or two
15
Questions, each answered in a line or two
The short version of everything above, for when you only need the answer. Each one is told in full in its part of the guide.
Is Bookwhen free?
Bookwhen has a free plan. 50 bookings a month, 1 team member, 1 booking page, free events only.
How much does Bookwhen cost?
Bookwhen lists 5 plans. Free: $0.
What platforms does Bookwhen work on?
Bookwhen is available on Web.
Does Bookwhen offer any discounts?
Bookwhen publicly lists the following: 2 months free with yearly billing; 20% off for charities and non-profits.
Does Bookwhen have an Android app?
No Android app was listed when its pages were read on Nov 13, 2026. Bookwhen is listed for Web.
Does Bookwhen have an iPhone app?
No iPhone app was listed when its pages were read on Nov 13, 2026. Bookwhen is listed for Web.
Is Bookwhen open source?
Bookwhen is not described as open source on its own site, as read on Nov 13, 2026.
Does Bookwhen have an API?
Yes. Bookwhen offers a public API, according to its own site.
What does Bookwhen integrate with?
Bookwhen's listing names Zoom, Stripe, PayPal, YouTube and Vimeo. A listing names up to eight integrations, so it may connect to more.
Does Bookwhen have a free trial?
Yes. 14-day free trial of premium features, no credit card required.
Who makes Bookwhen?
Bookwhen is made by Bookwhen Ltd.
What are the alternatives to Bookwhen?
The closest alternatives to Bookwhen in our directory are Setmore, SimplyBook.me, Acuity Scheduling, Picktime and Checkfront.
How does Bookwhen compare with other calendar and scheduling apps?
Bookwhen's GPA of 2.0 is higher than 11 of the 114 other calendar and scheduling apps we grade, and level with 10.
Is Bookwhen good value for money?
ToolGPA grades Bookwhen C for value for money. On features, ease of use and platforms it scores 2.0 out of 4.
Could I make my own version of Bookwhen?
The plain part of Bookwhen you could make: appointment booking and class booking.
Where this guide comes from
The prices, plans, platforms and features were read from Bookwhen’s own pages on Nov 13, 2026, and the grades were given on Nov 13, 2026. Graded from this listing, whose facts were read from Bookwhen's own pages on 13 November 2026. Not based on using the product, and shorter than our full reviews.
Every tool we list gets five grades, A to F, each with its reason, and a GPA that averages them. How each is decided is at toolgpa.com/grades. This guide is ToolGPA’s own work; it is not made, paid for or approved by Bookwhen Ltd. Prices change, so check bookwhen.com before you buy.
Part 07 · About
About ToolGPA
Who made this guide, what else is on the site, and how to cite it
7,721
Tools graded, in 95 categories
ToolGPA grades software the way a school report grades a pupil: five subjects, a letter for each with the reason written beside it, and a GPA that averages them. Prices, plans and platforms are read from each maker’s own pages and dated, so you always know how fresh a figure is.
Every grade, review and ranking on ToolGPA is our own judgement. No company can pay for a grade or change one. Every tool on the site has a guide like this one, free to download and pass on. It all lives at toolgpa.com.
7,721
tools graded
95
categories
739
price changes on record
579
apps priced in 12 countries
What else is on toolgpa.com
- Bookwhen, kept up to dateEverything in this guide, with prices and grades as they are todaytoolgpa.com/tools/bookwhen
- How grades are givenThe rules behind every letter and every GPAtoolgpa.com/grades
- Value chartsWhat each tool costs against what it scores, for every categorytoolgpa.com/charts
- CompareAny two tools side by side, plan by plantoolgpa.com/compare
- Price changesEvery price rise and cut on record, each with its sourcetoolgpa.com/price-changes
- Prices by countryWhat apps cost on the App Store in 12 countriestoolgpa.com/prices-by-country
- Pay lessEvery public discount: yearly billing, students, nonprofitstoolgpa.com/save
- Keep or makeWhich tools are worth paying for, and which you could build yourselftoolgpa.com/keep-or-make
Scan for the live page
Prices and grades as they are today
Quoting this guide?
Please name ToolGPA and link to the live page, so readers can check the figures for themselves:
ToolGPA, "Bookwhen: The Insider's Guide", checked Nov 13, 2026. https://toolgpa.com/tools/bookwhen
Know someone choosing between calendar and scheduling apps?
Send them this guide: toolgpa.com/tools/bookwhen/guide
ToolGPA elsewhere: youtube.com/@toolgpa
See our other guides
The best-graded calendar and scheduling apps after Bookwhen, each with an Insider's Guide of its own.
- Calendar & Scheduling Insider's GuideEvery one of the 115 calendar and scheduling apps we grade, compared
- Notion Calendar Insider's GuideFree calendar app that connects to Notion databases3.6 GPA
- Google Calendar Insider's GuideOnline calendar from Google, free with a personal account3.4 GPA
- World Time Buddy Insider's GuideVisual time zone converter and world clock for planning calls3.4 GPA
Choosing software? Every tool graded, every price dated.
Compare tools at toolgpa.com ›Everything in this guide is ToolGPA’s own summary of what Bookwhen’s pages, its app-store listings and public reviews said on the dates shown. Grades are our judgement under the rules at toolgpa.com/grades. Every grade, review and ranking on ToolGPA is our own judgement. No company can pay for a grade or change one. Bookwhen is a trademark of its owner, and this guide is not made, paid for or approved by Bookwhen Ltd. Prices and plans change: check bookwhen.com before you buy.